Support

The following issues have been identified with the EOY file submissions to CALPADS. We are updating this list as items are added and/or resolved. We apologize for the inconvenience and are working as quickly as possible to amend our extraction process. 

• Please add yourself to the AeriesIdeas Bug item linked below each issue to be personally notified of the status of that item..

*****CURRENT OPEN ISSUES*****

There are currently no Open Issues with CALPADS EOY

**************************************** RESOLVED ISSUES ****************************************

Absence Summary Files:

STAS file creation fails for a specific student    **Fixed in the 7/17 update  

AHS for student includes partial year program H, the rest of the year regular program until they graduated mid year. STAS file extract failed with the student's ID number listed. Programming indicated one variable that under some conditions does not get set. Logic might need a small change.

• AeriesIdeas - Bug: STAS file creation fails for a specific student
• Workaround: Use the query (SKIP STU IF ID = XXX), create the STAS record and load it into CALPADS, and once it is posted, add the one STAS Exempt record for that single student manually. 
  
  

STAS record missing for some students enrolled after the Last Day of Regular Attendance    **Fixed in the 7/17 update    

STAS record missing for some students enrolled after the Last Day of Regular Attendance causing a CERT128 error-Missing STAS record for an enrolled student. Programming has identified the incorrect coding and the fix is in development. 

• AeriesIdeas - Bug: STAS record missing for some students enrolled after the Last Day of Regular Attendance

Invalid STAS records with both Exempt tag and enrollment days        **Fixed in the 7/17 update    

Students with one enrollment record using Reporting School and another enrollment record directly in the same school. If the majority of the enrollment days is exempt, then all of the subsequent days fields must be blank.  Also, Extract page is showing incorrect number of records created. 

• AeriesIdeas - Bug: Invalid STAS records with both Exempt tag and enrollment days

STAS is not reporting attendance for old Reporting School when STU.RS is changed to a new Reporting School.  **Fixed in the 7/2 update  

District is utilizing a virtual school for their Independent Study program, and they noticed that the STAS extract does not create a separate STAS file when the home school (STU.HS field) changes within this virtual school. Enrollment is being properly tracked, however it is not reflected in the Attendance History calculations, and therefore not reflected in the STAS extract. Programming is looking into this issue. 

• AeriesIdeas - Bug: STAS is not properly reporting attendance for Reporting School when changed

CERT126: Missing Primary or Short-term Enrollment record for a student with Absence Summary Data   **Fixed in the 7/2 update  

This error can occur when a STAS record is submitted for a student with enrollment status 50-NonADA. According to CALPADS STAS records should NOT be submitted for this enrollment type. However, CALPADS system DOES accept them when submitted. We will be changing our extract to suppress these records, and only extract STAS for enrollment types 10-Primary and 30-Short Term Enrollment 

• AeriesIdeas - Bug:  STAS records not allowed for Enrollment Status 50-NonADA

CERT128 - Missing STAS Attendance     **Fixed in the 6/8 update 

The guidance listed below is still applicable, however, the STAS extract still needs to be refined to be sure the records are included.

• Documentation created outlining process to create STAS Exempt records for students in this scenario LINK

STAS has Incorrect number Days Enrolled/Present for some students    **Fixed in the 6/8 update

Some students found with incorrect Days Enrolled/Present even with Last Day of Regular School Attendance (LDRSA) populated. Teachers in district are tracking distance learning by populating a code in ATT for days after LDRSA, This is triggering recalculation of AHS table however it was not checking for LDRSA in District/School Settings. Programming has completed the fix and it is in QC testing now.

• Workaround is to manually Update Attendance History immediately PRIOR to creating a STAS extract, preferably when teachers are NOT currently entering attendance records. 

STAS0318 - Total not equal to sum of all day types    **Fixed in the 5/21 update 

Rounding issue when processing some AltEd schools. Adding together the 3 types of days does not equal the total number of days submitted; it is off by .001 days.  Programming is working to solve the rounding issue. 

CERT128 - Missing STAS Attendance  **Updated guidance

STAS Extract needs exempt records for students who enroll/switch schools between Last Day of Regular Attendance and the end of school. Programming is looking into the best way to handle this. CALPADS should be putting out a Flash communication on this subject soon. Update: CALPADS Flash 178 recommended submitting a STAS Exempt record for students who fit this scenario. 

• Documentation created outlining process to create STAS Exempt records for students in this scenario LINK

Course Files:

CRSE0466-Missing Charter Non-Core, Non-College Prep Course Indicator   **Fixed in the 7/31 update   

CALPADS is requiring a Y/N on charter non-core, non-college when extracting a charter school and it is a college course.

• AeriesIdeas - Bug: CRSE0466-Missing Charter Non-Core, Non-College Prep Course Indicator for College Course

CRSC not extracting all new fields when AltEd Sched/Grading is used  **Fixed in the 7/2 update  

SCSC is not extracting the new Std Grade Range or Content Standards Alignment fields for sections using the Alternative Education Scheduling with placeholder courses. Programming is looking into this issue. This can cause a couple of errors in CALPADS: 

CRSE0462    Course Content Area Subcategory Code is required for this State Course Code

CRSE0468    Invalid Course Group State and CRS - Departmentalized Course Standards Grade Level Range Combination

• AeriesIdeas - Bug: CRSC not including new fields w/AltEd Sched

CRSC0231-Mismatch of Course Attributes           **Fixed in the 6/18 update  

CALPADS is currently rejecting CRSC records for multiple sections of a course with CL-24 because of a mismatch of certain course attributes. Programming is aware of it and they will virtualize a new course name in addition to a new course section to resolve these errors.   

• AeriesIdeas - Bug: CALPADS Error for multiple sections with CL=24

SCSC0513- Carnegie Units Earned cannot be greater than 1      **Fixed in the 6/8 update  **CALPADS will now make this a warning instead of a fatal error

CALPADS added a validation to this field that we were unaware of. We have reached out to CALPADS to ask how to handle situations involving college credit classes where credits received may be more than 1 year's worth of Carnegie Units. As soon as we have clarification from them, we will make the changes necessary to resolve this issue. However, for local classes, they should NOT assign more than 1 year's worth of credits completed for a single term; they would need to break it up into separate records. 

• CALPADS Flash 181:  Carnegie Unit IVR SCSC0513 Changed Severity to a Warning

  While the majority of courses are worth one Carnegie Unit, there are instances where a course is worth up to two Carnegie Units. Therefore, the severity of IVR SCSC0513 was changed from a fatal to a warning on June 16, 2020. In the future this IVR will be modified to allow no more than 2 Carnegie Units.

Discipline Files:

SIRS - Mechanical Restraint Performed by Peace Officers       **Fixed in the 6/18 update  

At this time all records in the Behavioral Emergency Report (BER) table are being reported to CALPADS in the SIRS extract.  We have learned that per Education Code 49005.1 physical or mechanical restraints reported to CALPADS do NOT include those performed by peace officers or security personnel:

(2) (A) “Mechanical restraint” does not include the use of devices by peace officers or security personnel for detention or for public safety purposes.

(2) “Physical restraint” does not include the use of force by peace officers or security personnel for detention or for public safety purposes.

Due to updated guidance from CALPADS, we changed our description of Staff Type to the following: 

Any BER records with Staff Type 02 will not be extracted in the SIRS/SINC file. They will, however, be reported to the Office of Civil Rights for CRDC data collection.
https://support.aeries.com/support/solutions/articles/14000105797-calpads-in-aeries-basics-behavioral-emergency 

• AeriesIdeas - Idea: Add Peace Officer to the Behavioral Emergency Staff Type Dropdown

SIRS0489: Missing Incident Result Duration Days     **Fixed in the 6/8 update 

For students who were expelled but the enforcement was suspended, the SIRS extract is not pulling 0 under the duration days for these students. It is exporting a blank value which is being rejected by CALPADS.  QC has determined that this is a bug.

CERT153: Missing Student Incident Result (SIRS) Record for Student     **Fixed in the 6/8 update 

When a student has two separate incidents on the same day, the SIRS and possibly SOFF process are not extracting the records into the files. QC has determined that this is a bug.

SINC/SIRS/SOFF files are stuck in processing   **Fixed in the 5/21 update

This may happen if a school does not have ANY statutory offense OR Behavioral Incidents to report. Programming is working on this issue. 

• Workaround: Exclude the school with no discipline records from the discipline file creation until this issue is resolved. 

Files: SINC/SIRS/SOFF files are stuck in processing  **Fixed in the 5/14 hotfix update

We are finding this when there is a duplicate Incident ID for the same student for a different day. This is bad data, and needs to be corrected. We will see if there is any adjustments we can make to the extract process to allow it to complete and/or notify user of the incorrect data. 

• Workaround: Use SQL query to find the student with the duplicate Incident IDs and determine if one needs to be deleted and additional dispositions added to the actual incident, or if it is a separate incident that needs a new IID

 SELECT SCL, PID, IID, COUNT(IID) AS [IID_COUNT] FROM ADS 
 WHERE DEL = 0 AND IID > 0 
 AND DT >= '2019-07-01'
 GROUP BY SCL, PID, IID HAVING COUNT(IID)>1
 ORDER BY PID, SCL

SINC0496 - Missing Student Instructional Support Indicator   **Fixed in the 5/14 hotfix update 

CALPADS has changed the requirement for the Instructional Support Indicator; it is now a required field on the SINC extract for ALL students with a Statutory Offense Indicator of "Y". It only used to be required when a student with disabilities was suspended; all the rest were allowed to be blank. We will be adjusting our SINC extract to automatically populate that field with a "N" value if the Statutory Offense code is Y and the ADS.ISI field is blank. CALPADS Cross Reference document updated with new SINC requirement

• Workaround: Use CHANGE query to populate missing ADS.ISI fields with "N"

SIRS0490 - Missing Incident Result Authority code     **Fixed in the 5/14 hotfix update

Some records are not extracting the DSP.AA field even when translated. Programming is looking into this issue.  

GERR0001 - Required Field Missing - CALPADS Known Issue #5351   **CALPADS resolved this known issue in their 6/2 release

The GERR0001 IVR incorrectly triggers on SIRS field Incident Result Authority Code when Code = 300 or 400, and the student has an active SPED record. This is a Known Issue on CALPADS side - Problem 5351.

Esteban, That item is in QC testing right now and we hope to include it in the release scheduled for this week. However, you may still experience this error if you have HIS records that are giving a student more than 1 year's worth of credits in a single term. That should not happen, and if they are earning more than 1 year of credit for a course, it needs to be broken up. Also, if you are reporting college courses with more credits than your school has listed in the School Information field labeled 1 Yr Crs Units, CALPADS may still generate an error. We have sent in a service ticket asking if that field is correctly being validated for a college course, but they haven't responded to us yet. Remember, the 1 Year Course Units is supposed to hold the number of credits earned in 1 year for one single course.

Alexandra, we haven't heard of any CTE file issues. If you are still having an issue with the SCTE extract, please contact support. 

Kim, if you could please reach out to support to submit a ticket, that will help us isolate if there is a different aspect to this issue that we need to work on.  Please reference the CALPADS error you are getting, and give them some specific students/courses to check out, especially with the one that has the credits split between two terms that is still causing an issue. Also, unless you are hosted, we may need an updated version of your database. Thanks for your assistance in tracking this down. 

Thanks Kim, I'll take a look.

The Update released today (6/8/2020) resolved 5 issues on this Known Issues list. Thank you for your patience. 

Added links to an individual AeriesIdeas item/bug so any customer can add themselves to the item they are experiencing. Via the AeriesIdeas system, they will be updated via email each time the status of the item changes. 

Stephen, we are QC testing the fix now. It should be included in the next release.